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Time Management

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by

Daniel Dirkes

on 22 November 2013

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Transcript of Time Management

Because we don’t know what is really important to us,
everything seems important.

Because everything seems important,
we have to do everything.
Other people, unfortunately, see us doing everything,
so they expect us to do everything.
Doing everything keeps us so busy, we don’t have time
to think about what is really important to us.
important
adj
1:
of much import, carrying with it serious consequences; weighty, momentous, grave, and significant

urgent
adj
1:
pressing, compelling; calling for or demanding immediate action; anything characterized by urgency

Oxford English Dictionary
VALUES
GOALS
WEEKLY
PLAN
DAILY
PLAN
Master Task List
Daily Task Lists
Close out daily task list @ end of day
Tasks
Appointments
Daily note pages are very helpful
Useful when dealing with interruptions
Close notes page out at end of day
Transfer new tasks to master and daily task lists
Notes
Keep updated records
Use a contact management system that you are comfortable with
Contacts
Everything starts with our CORE Values

Goals are powerful when aligned with our Values
Goals help us prioritize weekly activity and actions
3 Steps to Weekly Planning
Review Roles
Choose "big rocks"
Schedule the week
Big Rocks
Tasks
Appointments

Areas of Focus
Sample Roles
administrator
brother
sister
caregiver
manager
trainer
friend
spouse
consultant
boss
motivator
counselor
designer
communicator
partner
negotiator
son
daughter
supervisor
teacher
volunteer
student
leader
expert
Finding Balance
prayer
meditation
counseling
church/temple
community
service
Spiritual
Physical
exercise
taking a walk outside
going to the beach
healthy sleep habits
reducing stress
Social
& Emotional
friends
dates
games
recreation
hobbies
Mental
imagining
goal setting
problem solving
being creative
planning
sleeping
exercising
record on monthly and daily calendars
Time Management
URGENT
NOT URGENT
IMPORTANT
NOT IMPORTANT
I
II
III
IV
Crises
Pressing Problems
Deadline-driven projects, meetings, reports
Preparation
Prevention
Planning
Relationship Building
Re-creation
Values Clarification
Rest/Relaxation/Fun in moderation
Needless Interruptions
Unnecessary reports
Unimportant meetings, phone calls, mail, email, texts, etc.
Other people's minor issues
Trivia, busywork
Irrelevant phone calls, mail, email
Time-wasters
"Escape" activities
Excessive TV, internet, relaxation
MANAGE
FOCUS
MINIMIZE
AVOID!!
URGENT
NOT URGENT
IMPORTANT
NOT IMPORTANT
I
II
III
IV
NECESSITY
PRODUCTIVITY & BALANCE
DECEPTION
WASTE & EXCESS
LIVE NORTH OF THE LINE
Why are our values important?
Three Steps to Daily Planning
1.
Check today's appointments
Big rocks
Meetings
Appointments
Calls
3.
Prioritize
(ABC, 123)
2.
Make a REALISTIC List
Plan for Interruptions
Biggest Mistakes
too many things on the list
doing the easy things first
A = High importance
B= Medium importance
C= Low importance
Contest Report
Setup Winners Edge - NJ
Study/Homework CLF Class
Saturday date night planning
FF Project - update NASv Wkshp
LAX BTP - BEOs
Call Matt - update on CT
Karen Martinez - Replacements
Module check-in
A
A


A

A
A
1
3


2

5
4
2


1
1
B


B
C
Highest priorities
Role-related
Goal-related
in Weekly Planning
overwhelmed
stressed
juggling
exhaustion
frustration
hurried
unfocused
reactive
LONG TERM:
burnout, health issues, depression, quitting, resentment, anger, damaged relationships
motivated
productive
focused
proud
satisfied
in control
LONG TERM:
self development, healthier, strong relationships, good processes, recognition
frustrated
drained
useless
unaccomplished
unfulfilled
unsatisfied
LONG TERM:
depression, LT goals unmet, quitting, checking out, disconnected, complacency
unproductive
disappointed
tired
frustrated
guilty
LONG TERM:
depression, withdraw, exhaustion, vices, disconnected, undisciplined, undeveloped talent/abilities, life is wasted

focused
energized
accomplished
challenged
LONG TERM:
great results!
Weekly Planning and Roles
We each have a number of different roles in our lives
WORK and PERSONAL
Roles are always relative to individual and group RELATIONSHIPS
Identifying our most important relationships helps us identify our most important ROLES
Roles help us FOCUS on critical tasks and prioritize our weekly planning
Sample Relationships
agents
TVPs
RDs
BSMs
BLN Team
home office
UFTs
vendors
mtg planning
tech services
hotel contacts
colleagues
FDG Team
bosses
RDMs
LBS Team
LEAD Team
MTP Program
spouse
siblings
children
friends
parents
band
do this BEFORE the week begins
make sure you're uninterrupted
give yourself 20-30 minutes to complete
schedule "big rocks" first, then everything else
write tasks, appointments, etc. into your calendar and daily agenda for the upcoming week
Schedule the Week
Full transcript